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Setting up access to files and features for Elvis Cloud users

Setting up access to files and features for Elvis Cloud users

When you sign up for an Elvis Cloud account, you are the owner of the account and as such will have full access to all stored files and all features of Elvis Cloud.

When inviting other users to your Elvis Cloud environment, they will initially have no access to any of the files and also have no rights to use any of the features of Elvis Cloud. For these users, Elvis Cloud needs to be set up with access rights to allow or deny them access to specific files or to use specific features of Elvis Cloud.

In Elvis Cloud, such access rights are created by setting up Rules, Permissions and defining which metadata fields the users have access to. This article describes in detail how to set this up.

Note: For information about assigning Rules, Permissions and access to metadata fields to users or user groups, see Setting up an Elvis Cloud environment for multiple users.

Rules

A Rule defines which files a user or user group has access to. You do this by specifying one of the following within the Rule:

  • A location (folder) where the files are stored. Any sub folders that the folder contains are automatically included.
  • A query that applies to all files that are available in Elvis Cloud. This query acts as a filter so that only specific files are included.
  • A location and query. In this scenario, the query only applies to the files that are located in the specified folder.

Example: A Rule is set up to provide users access to files that are located in the 'Demo Zone/Production' folder. However, only files within that folder for which the metadata field 'Status' is set to 'final' should be accessible.

In the Rule settings we select the folder '/Demo Zone/Production' and set up the query 'status:final'.

Example of a rule

Files in other locations or files that are in the 'Demo Zone/Production' folder but do not have a status of 'Final' cannot be accessed through this Rule.

Setting up a query

When setting up a query in a Rule you are excluding all files that don't conform to the query. In the example above, the query 'Status:final' excludes all files for which the metadata field 'status' does not contain the value 'final'.

Query components

A query consists of 2 parts: a metadata field and a value for that field. They are separated by a colon (:).

Note: The query 'status:final' in the example above contains the metadata field 'status' and the value 'final'.

For the name of the metadata field you need to use the name that is internally used in Elvis Cloud. For most fields this internal name is the same as the name shown in Elvis Cloud, but for some the internal name is different.

You can find the internal name by using the panel with which you show or hide metadata fields. When hovering your mouse over a field name, the internal name is displayed in a tooltip.

Tip: Open a new Web browser window showing the Metadata panel in Elvis Cloud to more quickly find internal metadata field names.

An internal name for a metadata field

Figure: When displaying the tooltip for the metadata field named 'Directory' we see that its internal name is 'folderPath'. We would have to use 'folderPath' when referring to a directory in a query.

Query statements

A query can contain a single statement / value combination but you can also create more complex queries containing multiple combinations.

Make sure to use one of the supported query types:

  • Exact term query

Examples:

status:Final

assetDomain:image

  • Phrase query

Examples:

tags:"San Francisco"

ancestorPaths:"/Demo Zone/Images"

  • Range queries (for numeric and date fields only)

Example:

licenseEndDate:[NOW TO *]

  • Queries using logical operators

Examples:

(status:Production OR status:Correction) -metadataComplete:false

licenseStartDate:[* TO NOW] AND licenseEndDate:[NOW TO *]

Note: For detailed information about setting up advanced queries, see the documentation for Elvis 5 (on which much of this functionality in Elvis Cloud is based): The Elvis 5 query syntax.)

Permissions

A Rule is assigned to one or more users and / or user groups.

A user or user group should at least have one Rule assigned but will typically have multiple Rules assigned, each one granting very specific access to files in a certain location or to files that comply to a query (such as all files that have the status 'final' assigned, all files that contain the tag 'San Francisco', and so on).

A Rule assigned to multiple groups

Figure: A Rule named 'Demo zone' (A) is assigned to multiple groups (B).

Rules always contain Permissions

When assigning a Rule, the actions that can be performed on the files that are defined by the Rule also need to be set. Such actions include viewing files, editing files, deleting files and so on. This is done by setting up a Permission for the Rule.

The Set Permissions dialog box

Figure: Assigning Permissions to a Rule.

Note: Rules and Permissions always come together.

Permissions that can be set

The following table shows the Permissions that can be set:

Permission Description
View Allows the user to view files.
View preview Allows the user to view files in ‘preview’ size.
Use original

Allows the user to view and use content in the original size.

This permission is required for:

  • Downloading a file
  • Copying a file
  • Checking-out a file (also requires the 'Edit' permission)
  • Saving an older version of a file as a new file (also requires the 'Edit' permission)

Note: Selecting 'Use original' also automatically selects 'View preview'.

Edit metadata Allows the user to edit the metadata of a file (but only those fields for which view and edit access rights have been set through the Metadata settings, see Metadata fields below).
Edit

Allows the user to edit content of a file, for example by checking-out the file, promoting versions or editing Collections.

Note: Selecting 'Edit' also automatically selects 'View preview', 'Use original',

Rename

Allows the user to rename files or Collections.

Note: Renaming folders also requires the "Move" permission because it changes the location of all the containing files.

Move

Allows user to move files. The user needs to have permission on both the source folder and the destination folder.

Note: Selecting 'Move' also automatically selects 'Rename'.

Create Allows user to upload files, create folders and create Collections.
Delete Allows the user to delete content, versions of files and collections.

Metadata fields

Metadata plays a big part in Elvis Cloud and is displayed in many ways and in many places (see Working with metadata in Elvis Cloud using the Pro client).

Through the Metadata panel, users can also edit metadata fields.

As far as setting up metadata is concerned, please be aware that editing metadata is restricted by the following:

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